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HomeMy WebLinkAboutC24-279 CDPHE_Emergency Preparedness & Response Grant_Task Order Task Order Number: 2025*0113 OC Page 1 of 3 Version 05.02.2022 TASK ORDER State Agency State of Colorado for the use & benefit of the Department of Public Health and Environment 4300 Cherry Creek Drive South Denver CO 80246 Contractor Board of County Commissioners of Eagle County (a political subdivision of the state of Colorado) 500 Broadway Eagle CO 81631-0850 for the use and benefit of the Eagle County Public Health Agency 551 Broadway Eagle CO 81631 Main Task Order Contract Number 23 FAA 00016 Task Order Number 2025*0113 Task Order Performance Beginning Date The later of the Task Order Effective Date or July 1, 2024 Task Order Maximum Amount Initial Term State Fiscal Year 2025 $75,609.00 Extension Terms Total for All State Fiscal Years $75,609.00 Task Order Expiration Date June 30, 2025 Except as stated in §2.D., the total duration of this Contract, including the exercise of any options to extend, shall not exceed 5 years from its Performance Beginning Date. Pricing/Funding Price Structure: Cost Reimbursement Contractor Shall Invoice: Monthly Funding Source: Federal $75,609.00 Miscellaneous: Authority to enter into this Contract exists in: C.R.S. 25-1.5-101 – C.R.S. 25-1.5-113 Law Specified Vendor Statute (if any): Enter Program specific Procurement Method: Exempt Solicitation Number (if any): NA State Representative Stephanie Burke PHEP Program Manager Office of Emergency Preparedness and Response Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South Denver, CO 80246 Stephanie.burke@state.co.uss Contractor Representative Tracy Stowell Eagle County Public Health Agency 551 Broadway Eagle CO 81631 Tracy.stowell@eaglecounty.us Exhibits and Order of Precedence The following Exhibits and attachments are included with this Contract: Exhibit A Additional Provisions Exhibit B Statement of Work Exhibit C Budget Exhibit D Federal Provisions Contract Purpose The Public Health Emergency Preparedness program supports public health departments upgrade their ability to effectively respond to a range of public health threats, including infectious diseases, natural disasters, biological, chemical, nuclear and radiological events. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 2 of 3 Version 05.02.2022 In accordance with §4.B of the Main Task Order Contract referenced above, Contractor shall complete the following Project: 1. PROJECT DESCRIPTION Contractor shall complete the Project described in Exhibit B Statement of Work (SOW) that is attached hereto and incorporated herein (the “SOW”). All terminology used in this Task Order and the Statement of Work shall be interpreted in accordance with the Main Task Order Contract unless specifically defined differently in this Task Order. The Statement of Work a nd Budget are incorporated herein, made a part hereof and attached hereto as Exhibit B - Statement of Work and Exhibit C - Budget. 2. PAYMENT The State shall pay Contractor the amounts shown in Exhibit C - Budget that is attached hereto and incorporated herein, in accordance with the requirements of the Statement of Work and the Main Task Order Contract. The State shall not make any payment for a State Fiscal Year that exceeds the Task Order Maximum Amount shown above for that State Fiscal Year. 3. PERFORMANCE PERIOD Contractor shall complete all Work on the Project described in this Task Order by the Task Order Expiration Date stated above . Contractor shall not perform any Work described in the Statement of Work prior to the Task Order Performance Beginning Date or after the Task Order Expiration Date stated above. 4. TASK ORDER EFFECTIVE DATE: The Effective Date of this Task Order is upon approval of the State Controller or July 1, 2024, whichever is later. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 1 of 2 Version 09.06.2023 EXHIBIT A ADDITIONAL PROVISIONS To Master Task Order Contract Dated 04/25/2022 Task Order Routing Number 23 FAA 00016 These provisions are to be read and interpreted in conjunction with the provisions of the Master Task Order Contract specifie d above. 1. To receive compensation under the Contract, the Contractor shall submit a signed Monthly CDPHE Reimbursement Invoice Form. This form is accessible from the CDPHE internet website https://www.colorado.gov/pacific/cdphe/standardized-invoice-form-and-links and is incorporated and made part of this Contract by reference. CDPHE will provide technical assistance in accessing and completing the form. The CDPHE Reimbursement Invoice Form and Expenditure Details page must be submitted no later than forty-five (45) calendar days after the end of the billing period for which Services were rendered. Expenditures shall be in accordance with the Statement of Work and Budget. Scan the completed and signed CDPHE Reimbursement Invoice Form into an electronic document. Email the scanned invoice with the Excel workbook containing the Expenditure Details page to: Lisa Sparrow, Contract monitor lisa.sparrow@state.co.us. Final billings under the Contract must be received by the State within a reasonable time after the expiration or termination of the Contract; but in any event no later than forty-five (45) calendar days from the effective expiration or termination date of the Co ntract. Unless otherwise provided for in the Contract, “Local Match”, if any, shall be included on all invoices as required by funding source. The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless approved in writing by the appropriate federal agency. 2. Time Limit For Acceptance Of Deliverables. a. Evaluation Period. The State shall have forty-five (45) calendar days from the date a deliverable is delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables that have a different time negotiated by the State and the Contractor. b. Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design specifications for that particular deliverable, or is otherwise deficient, then the State shall notify the Contractor of the failure or deficiencies, in writing, within thirty (30) calendar days of: 1) the date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or deficiency. The above time frame shall apply to all deliverables except for those deliverables that have a different time negotiated by the State and the Contractor in writing pursuant to the State’s fiscal rules. c. Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed deliverable, the Contractor shall have a reasonable period of time, not to exceed thirty (30) calendar days, to correct the noted deficiencies. If the Contractor fails to correct such deficiencies within thirty (30) calendar days, the Contractor shall be in default of its obligations under this Task Order Contract and the State, at its option, may elect to terminate this Task Order. 3. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination. The State has determined that this Contract does not constitute a Business Associate relationship under HIPAA. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 2 of 2 Version 09.06.2023 4. Contractor shall request prior approval in writing from the State for all modifications to the Statement of Work/Work Plan, or for any modification to the direct costs in excess of twenty-five percent (25%) of the total budget for direct costs, or for any modifications to the indirect cost rate. Any request for modifications to the Budget in excess of twenty-five percent (25%) of the total budget for direct costs, or any modifications to indirect cost rates, shall be submitted to the State at least ninety (90) days prior to the end of the contract period and will require a modification in accordance with General Provisions, Section 1 8I, Modification, or Option Letter Provisions of this Contract. 5. Contractor shall comply to the provisions of 45 CFR Part 75. 6. CDC Additional Requirements apply to this project. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 3 of 3 Version 05.02.2022 THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT Each person signing this Contract represents and warrants that he or she is duly authorized to execute this Contract and to bind the Party authorizing his or her signature. CONTRACTOR Board of County Commissioners of Eagle County (a political subdivision of the state of Colorado) for the use and benefit of the Eagle County Public Health Agency ______________________________________________ By: Signature ______________________________________________ Name of Person Signing for Contractor ______________________________________________ Title of Person Signing for Contractor Date: _________________________ STATE OF COLORADO Jared S. Polis, Governor Colorado Department of Public Health and Environment Jill Hunsaker Ryan, MPH, Executive Director ______________________________________________ By: Signature _____________________________________________ Name of Executive Director Delegate _____________________________________________ Title of Executive Director Delegate Date: _________________________ In accordance with §24-30-202, C.R.S., this Option is not valid until signed and dated below by the State Controller or an authorized delegate. STATE CONTROLLER Robert Jaros, CPA, MBA, JD _____________________________________________ By: Signature _____________________________________________ Name of State Controller Delegate _____________________________________________ Title of State Controller Delegate Effective Date:_____________________________________ -- Signature Page End -- DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 2024-06-18 Matt Scherr, Chair Chair, board of county commissioners Procurement & Contracts Section 2024-06-18 Chelsea Gilbertson Chief Financial Officer 2024-06-18 Jannette Scarpino EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 1 of 10 STATEMENT OF WORK To Original Contract Number: 2025*0113 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. I. Project Description: This project serves to improve medical and public health care preparedness, response, recovery and epidemiological capabilities at the federal, state, and local levels. Public health systems are essential in preparing communities to respond to and recover from emergencies and threats. Centers for Disease Control and Prevention (CDC) established the Public Health Emergency Preparedness PHEP program to build public health emergency response capabilities both nationally and locally. The PHEP cooperative agreement provides technical assistance and resources to support state, local, Tribal, and territorial public health departments, along with Healthcare Coalitions (HCCs) and health care organizations, throughout Colorado to record measurable and sustainable progress towards achieving the preparedness and response capabilities that promote prepared and resilient communities through planning, training, and exercises. II. Definitions: 1. AFN- Access and Functional Needs 2. AAR/IP- After Action Report/Improvement Plan 3. BP1- Budget Period 1 4. CDB- Communicable Disease Branch 5. CDPHE- Colorado Department of Public Health and Environment 6. CO-SHARE- Colorado State Health and Readiness Exchange 7. CVM- Colorado Volunteer Mobilizer 8. DHSEM- Division of Homeland Security and Emergency Management 9. EpiTrax- Disease reporting and surveillance system 10. EPI- Epidemiology 11. EPR- Emergency Preparedness and Response 12. ESF#8- Emergency Support Function 8, Public Health & Medical 13. HAN- Health Alert Network 14. HSEEP- Homeland Security Exercise & Evaluation Program 15. LPHA- Local Public Health Agency 16. MYIPP- Multi Year Integrated Preparedness Plan 17. NORS- National Outbreak Reporting System 18. OEPR- Office of Emergency Preparedness and Response 19. PHEOP- Public Health Emergency Operations Plan 20. RRC- Readiness & Response Coordinator 21. SMS Text- Short Message Service III. Work Plan: Goal #1: To ensure the State of Colorado has the ability to effectively prepare for, monitor, detect, diagnose, investigate, and nimbly respond to all types of conditions, events, and disasters that impact the public’s health. Objective #1: No later than the expiration date of the Contract, provide public health preparedness, response, and recovery activities, and maintain public health surveillance and epidemiological response capacity in the Jurisdiction through planning, training, exercises and response to real events. Primary Activity #1 The Contractor shall conduct timely, complete disease investigations to implement appropriate disease control and mitigation activities. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 2 of 10 Sub-Activities #1 1. The Contractor shall create or update a local public health response plan to maintain access to the following trained, response-ready personnel: a. Staff who monitor routine jurisdictional public health disease surveillance systems; EpiTrax b. Ad-hoc response systems c. Staff who are trained to conduct routine disease investigations to include: i. Case reporting ii. Outbreak reporting d. Staff who can support surge requirements in response to disease-related events. e. Staff who can respond to emergencies that threaten public health to include; i. immediate after-hours response to high risk disease situations Sub-Activities #2 1. The Contractor shall create or update a local public health response plan for disease events that includes: a. Processes for requesting additional assistance when disease response exceeds local capacity. Sub-Activities #3 1. The Contractor shall maintain accurate disease investigation data. a. The Contractor shall enter complete, accurate information from Local Public Health Agency (LPHA) conducted disease investigations into the designated statewide surveillance system. b. The Contractor shall complete data entry within three business days of investigation or interview. i. If during urgent responses requiring more timely data submission, additional time will be granted 2. The Contractor shall maintain complete and accurate outbreak investigation data. a. The Contractor shall enter complete information from Local Public Health Agency (LPHA) conducted outbreak investigations into the designated statewide surveillance system EpiTrax (or ad-hoc response systems as necessary). b. The Contractor shall complete data entry within three business days of investigation or interview. i. If during urgent responses requiring more timely data submission, additional time will be granted. Sub-Activities #4 1. The Contractor shall assess disease investigation metrics reports provided to them. a. The Contractor shall resolve any issues identified in the investigation metrics reports. b. The Contractor shall record each disease investigation metrics report issue resolution in the Grant Reporting Spreadsheet. Sub-Activities #5 1. The Contractor shall provide timely, complete, Outbreak Reports for LPHA led outbreaks for the following: a. Initial Outbreak Report. b. Final Outbreak Report. Sub-Activities #6 1. The Contractor shall provide timely, complete National Outbreak Report ing System (NORS) forms for the following outbreaks led by the LPHA: a. Waterborne and foodborne disease outbreaks. b. Enteric disease outbreaks transmitted by: i. contact with environmental sources ii. contact with infected people or animals iii. through an indeterminate/unknown mode DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 3 of 10 Sub-Activities #7 1. The Contractor shall respond to incidents with public health implications within their jurisdiction in order to implement appropriate disease control and mitigation ac tivities to include immediate responses to high risk disease situations outside of normal business hours. Sub-Activities #8 1. The Contractor shall review response to recent disease events. a. Data shall be reviewed from COVID-19. b. Other recent communicable disease event responses: i. lessons learned shall be identified ii. best practices shall be identified 2. The Contractor shall summarize the review to inform future updates to infectious disease response and pandemic plans. Primary Activity #2 The Contractor shall assess public health surveillance data to assist with the prompt identification of potentially hazardous health situations to enable rapid decision making and information sharing for the protection of community health. Sub-Activities #1 1. The Contractor shall maintain awareness of communicable disease trends in their jurisdiction. a. The Contractor shall regularly assess trends in surveillance data for their jurisdiction. b. The Contractor shall assess how social determinants of health influence disease trends in their jurisdiction. c. The Contractor shall attend statewide Communicable Disease Epi Update calls. d. The Contractor shall attend Statewide Epidemiology (Epi) Response Coordination calls during statewide response to communicable disease events. Sub-Activities #2 1. The Contractor shall meet at least quarterly with the state Field Epidemiologist assigned to their region to discuss; a. Epidemiology activities. b. Agency epidemiology capacity. Sub-Activities #3 1. The Contractor shall present public health data and concepts with community stakeholders, a minimum of every six (6) months for the following purposes: a. To enhance early detection of infectious disease outbreaks, b. To enhance rapid response to disease outbreaks, c. To improve the management of infectious disease outbreaks, d. To improve the management of novel emerging disease threats. 2. Sharing activities include but are not limited to: a. Sharing public health data trends through a newsletter. b. Sharing public health data through a website. c. Discussing the agency’s epidemiological response plan with community response stakeholders. d. Reviewing an outbreak investigation with community stakeholders. e. Reviewing the role of epidemiology in emergency preparedness and response. f. Sharing epidemiological tools that can be used in emergency preparedness and response. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 4 of 10 Sub-Activities #4 1. The Contractor shall support disease control activities among people at higher risk of communicable disease infections through collaboration and planning with stakeholders such as: a. Organizations supporting people experiencing homelessness. b. Correctional facilities (excluding state and federal facilities). c. Organizations supporting populations >65 years. d. Organizations supporting food security. e. Schools. f. Childcare facilities. g. Organizations supporting seasonal workers. h. Organizations supporting migrant populations. i. Organizations supporting people with behavioral health needs. j. Organizations supporting people with disabilities. k. Organizations supporting people with other chronic health conditions. l. Organizations supporting other diverse populations with a disproportionate burden of disease risk, morbidity, or mortality. Goal #2: To increase capacity for preparedness, response and recovery during public health emergencies. Objective #1: No later than the expiration date of the Contract, improve public health preparedness, response, and recovery activities through exercises. Primary Activity #1 The contractor shall respond to quarterly redundant communication drills conducted by the Office of Emergency Preparedness and Response (OEPR) Sub-Activity #1 1. Response to quarterly redundant drills may be made by one or more of the following methods: a. Email b. Phone c. SMS text d. Radios Primary Activity #2 The contractor shall respond to quarterly Communicable Disease after-hour drills conducted by the Communicable Disease Branch (CDB) Sub-Activity #1 1. Response to quarterly after-hour drills may be made by one or more of the following methods: a. Phone b. SMS Text Message Primary Activity #3 The Contractor shall update the LPHA Contact List in the Colorado State Health and Readiness Exchange (CO-SHARE) Sub-Activity #1 1. All fields in the LPHA Contact List in the Colorado State Health and Readiness Exchange (CO-SHARE) a minimum of two (2) times per year 2. The LPHA list shall also be updated when: a. Contact information changes. b. Operating hours change. c. New Emergency Preparedness & Response (EPR) staff are added. d. Primary Communicable Disease staff change. Primary Activity #4 The Contractor shall complete an individual agency or local level Health Alert Network (HAN) Assessment. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 5 of 10 Primary Activity #5 The Contractor shall participate in a 4th quarter HAN drill with OEPR. Primary Activity #6 The Contractor shall utilize the Colorado Volunteer Mobilizer (CVM) system for a minimum of two (2) disaster drills or events. Primary Activity #7 The Contractor shall participate in quarterly redundant 800 MgHz radio communication drills. Primary Activity #8 The Contractor shall develop a discussion-based exercise that addresses a priority jurisdictional risk. Sub Activity #1 1. Exercises shall be selected from one of the following options that best meets their jurisdictional needs: a. Seminar b. Workshop c. Tabletop Exercise d. Game Primary Activity #9 The Contractor shall conduct their discussion-based exercise that addresses a priority jurisdictional risk with their emergency response team. Sub Activity #1 1. The Contractor shall create an After Action Report and Improvement Plan following the exercise. Primary Activity #10 The Contractor shall coordinate with the HCC Readiness and Response Coordinator (RRC) designee to engage the ESF #8 support function for emergencies that are a threat to the public health & healthcare system. Objective #2: No later than the expiration date of the Contract, improve public health preparedness, response, and recovery activities through training. Primary Activity #1 The Contractor shall participate in an Access and Functional Needs (AFN) training. Primary Activity #2 The Contractor shall identify staff who have been trained as primary CVM administrator. Objective #3: No later than the expiration date of the Contract, improve public health preparedness, response, and recovery activities through planning. Primary Activity #1 The Contractor shall develop documentation identifying the LPHA and Emergency Support Function 8 (ESF8) - Public Health and Medical role during a mass care event within your jurisdiction. Primary Activity #2 The Contractor shall develop documentation identifying the LPHA and Emergency Support Function 8 (ESF8) - Public Health and Medical role during a mass fatality event within your jurisdiction. Primary Activity #3 The Contractor shall document meetings with the local Emergency Manager to discuss planning and Public Health/Emergency Management coordination during responses at least once per quarter. Primary Activity #4 The Contractor shall participate in public health preparedness, response, or recovery related conferences at the discretion of the Contractor. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 6 of 10 Primary Activity #5 The Contractor shall complete a Budget Period 1 (BP1) Action Plan. Sub-Activities #1 1. The Contractor shall meet quarterly with their CDPHE Field Manager to discuss; a. Priority areas identified b. Quarterly progress. Primary Activity #6 The Contractor shall conduct a comprehensive review of the Public Health Emergency Operations Plan (PHEOP). Sub-Activities #1 1. Reviews shall include: a. Additions or updates from the current hazard vulnerability assessment b. After action reports. Primary Activity #7 The Contractor shall complete an All-Hazards Multi-Year Integrated Preparedness Plan (MYIPP) that shall include Progressive exercise planning. Sub-Activities #1 1. The Contractor shall complete one of the following: a. The contractor shall update their existing MYIPP plan. b. The contractor shall develop a new MYIPP plan. Primary Activity #8 The Contractor shall participate in a Risk Assessment. Primary Activity #9 The Contractor shall revise their communication plan for response related efforts that engage ESF8 for emergencies that are a threat to the public health and healthcare system. Sub-Activities #1 1.The contractor shall define the roles of the following response partners in communication plans that engage ESF #8: a. ESF8 Lead b. HCC RRC c. OEPR Field Manager Standards and Requirements 1. The content of electronic documents located on CDPHE and non-CDPHE websites and information contained on CDPHE and non-CDPHE websites may be updated periodically during the contract term. The contractor shall monitor documents and website content for updates and comply with all updates. 2. The Contractor shall comply with primary disease case investigation responsibilities for local or state public health agencies and the public health response timelines outlined in the CDPHE Communicable Disease Manual https://cdphe.colorado.gov/communicable- disease-manual in the “Public Health Reportable Condition Investigation Guidance” (https://drive.google.com/file/d/1ouXj7pHmp912S8DLhgLQkwcOK6rYAe_Q/view). This document and website are incorporated and made part of the contract by reference and are available on the following website: https://cdphe.colorado.gov/communicable- disease-manual 3. The Contractor shall use statewide guidance and best practice in investigation of disease and outbreaks, including exposure monitoring. Guidance for many conditions can be found in the CDPHE Communicable Disease Manual: (https://cdphe.colorado.gov/communicable-disease-manual). Guidance may evolve and be adapted for changing responses or new pathogens. The CDPHE Communicable Disease Branch (CDB) will provide the most up to date guidance as needed. 4. The Contractor shall report cases, contacts, or exposures of reportable conditions that require investigation outside of the jurisdiction into EpiTrax or ad-hoc response surveillance systems within one working day of Contractor knowledge of the case, contact, or exposed individual or immediately by phone to CDPHE for high risk conditions. 5. The Contractor shall comply with reporting requirements when completing the CDC National Outbreak Reporting System (NORS) forms and Outbreak Reports. This DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 7 of 10 information is incorporated and made part of this contract by reference and is located on the CDPHE website https://cdphe.colorado.gov/infectious-disease-guidelines/outbreak- investigation-guidelines 6. CDPHE will provide the contractor access to the Grant Reporting Spreadsheet and CO - SHARE. 7. CDPHE will provide disease investigation metrics reports to the contractor. 8. The Contractor shall attend a minimum of 80% of the bi -monthly epidemiologist conference calls. 9. CDPHE will record and monitor attendance of the bi -monthly epidemiologist conference calls. 10. CDPHE will supply disease reporting and investigation metrics reports in August 2024 and February 2025. 11. The Contractor shall resolve issues related to missing data for disease and outbreak investigation in Epi Trax or ad hoc surveillance systems for conditions and outbreaks investigated by the LPHA no later than two (2) weeks after receiving a missing data report. 12. The Contractor shall consult with CDPHE if they are unable to meet the target for completing timely investigations for conditions with primary LPHA investigation responsibility within the timeframe described in “Public Health Reportable Condition Investigation Guidance” or in other response specific guidance. This target is 90% of all cases interviewed within the designated time frame for that condition from the date the case was assigned to a county in EpiTrax. 13. The Contractor shall comply with CDPHE requirements in the use of EpiTrax and ad -hoc response systems for data reporting including timely, complete data entry for required fields. 14. The Contractor shall comply with CDPHE requirements for outbreak reporting. 15. A high risk disease situation is one where the public health agency must make timely decisions or perform timely actions to prevent additional disease spread. Examples include but are not limited to: performing case investigation for an immediately reportable disease/condition in order to offer post-exposure prophylaxis to contacts, investigating a potential bioterrorism agent, and implementing immediate disease control measures for an ongoing outbreak. 16. The Contractor shall comply with the investigation expectations described in the 2023 FoodNet Expansion Plan (https://docs.google.com/document/d/1UJlnx8uQvSChJAY_3wjpVG4XyuL2pnkLgYG ARazxuSg/edit?usp=sharing) by achieving the expectations described for LPHA led interviews or opting to have CDPHE EDIT conduct FoodNet interviews. 17. The intent of individual agency HAN drills is to assess existing HAN agency infrastructure and identify gaps or inefficiencies in communications systems. 18. The Contractor shall adhere to Homeland Security Exercise & Evaluation Program (HSEEP) principles for exercises and planning. 19. The Contractor shall align exercises with the PHEP Exercise Framework provided by CDPHE via CO-Share. 20. CDPHE-OEPR will provide HSEEP exercise templates, including a template for a situation manual and After Action Report/Improvement Plan (AAR/IP) via CO-Share by September 30, 2024. 21. CDPHE will provide technical assistance to support exercise planning, upon request. 22. The Contractor shall complete an AAR/IP within 90 days from any event, exercise or real world, in CO-SHARE. 23. The Contractor shall include the HCC RRC designee in preparing for, responding to, recovering from emergencies that are a threat to the medical system. 24. The Contractor shall include HCC roles and responsibilities in response documentation to include: a. Situational Awareness b. Communications c. Coordination 25. Response documentation may include: a. Plans b. Annexes c. Procedures d. Policies DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 8 of 10 e. Algorhythms f. Concepts of Operations g. AAR/IP 26. Presentation reports shall include the date of presentation and brief topic synopsis via the Grant Reporting spreadsheet. 27. CDPHE-OEPR will provide the dates and locations of the Division of Homeland Security and Emergency Management (DHSEM)'s Access and Functional Needs Road Show as an option for completion of this deliverable. 28. Contractors with 10 or more FTE must also identify an alternate CVM administrator. 29. The Contractor's CVM administrators shall: a. Have completed CVM administrator training within the past 24 months b. Signed the annual confidentiality agreement c. Be recognized by CDPHE as a CVM administrator 30. CDPHE will provide quarterly CVM administrator training for LPHAs. 31. CDPHE shall require CVM reports after mission drills or real events. 32. CDPHE will provide a mass care template via CO-Share by July 1, 2024. 33. The Contractor shall use the Mass Care Template when documenting mass care events. 34. CDPHE will provide a mass fatality template via CO-Shae by July 1, 2024. 35. The Contractor shall use the Mass Fatality Template when documenting mass care events. 36. The Contractor shall identify four (4) priority areas in the BP1 Action Plan which will be provided by CDPHE via CO-Share. 37. CDPHE-OEPR will provide an Action Plan Template by July 1, 2024. 38. The Contractor shall include the HCC RRC designee, their roles and responsibilities, in the PHEOP for response that engages ESF #8. 39. The Contractor shall demonstrate participation in the All -Hazards Multi-Year Integrated Preparedness Plan (MYIPP) by submitting a MYIPP that addresses plans, training and exercising for prioritized jurisdictional risks. 40. The Risk Assessment shall include representation for people who are disproportionately impacted by public health emergencies. 41. CDPHE-OEPR will provide a risk assessment template by July 1, 2024. 42. The Risk Assessment can be for the jurisdiction or region. 43. For Local Public Health Agencies (LPHAs) serving the ESF #8 lead role, communication plans must describe how response partners are included in all notification methods. CDPHE will provide a link to the Emergency Support Functions via CO-Share. Expected Results of Activity(s) Colorado public health agencies will improve their ability to respond to public health emergencies and related events to which a public health response is necessitated. Measurement of Expected Results 1. NORS forms are complete. 2. Outbreak Summary Reports are complete. 3. Disease investigations conducted by the Contractor are timely and complete. 4. The Grant Reporting spreadsheet is complete for all deliverables. Completion Date 1. The Contractor shall submit their local Public Health Response plan via CO-SHARE. No later than September 30, 2024 2. The Contractor shall submit BP1 Action Plan via CO - SHARE. No later than September 30, 2024 3. The Contractor shall submit a copy of the Risk Assessment via CO-SHARE No later than December 31, 2024 DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 9 of 10 Deliverables 4. The Contractor shall submit final NORS forms for LPHA led outbreaks in EpiTrax or ad-hoc response systems. No later than two (2) months from first illness onset 5. The Contractor shall submit final outbreak summary reports for LPHA led outbreak in the Epi Trax or ad -hoc response system used. No later than six months from first illness onset 6. The Contractor shall report new outbreaks identified in their jurisdiction to the CDPHE Communicable Disease Branch program manager via the approved submission method. No later than one business day from identification 7. The Contractor shall submit documentation of any issues identified in the disease investigation metrics reports including how they were resolved for disease and outbreaks investigated by LPHAs via the Grant Reporting Spreadsheet. No later one (1) month after receiving the report 8. The Contractor shall submit the name, date and topic of the public health or community organization to which a disease topic was presented between July 1, 2024 and December 31, 2024, in the Grant Reporting Spreadsheet. No later than February 28, 2025 9. The Contractor shall submit the name, date and topic of the public health or community organization to which a disease topic was presented between January 1, 2025 and June 30, 2025 in the Grant Reporting Spreadsheet. No later than the contract end date 10. The Contractor shall submit a brief summary of communicable disease prevention or response efforts among people of higher risk of communicable disease infection via the Grant Reporting Spreadsheet. No later than the contract end date 11. The Contractor shall submit a summary describing the operational strengths and areas for improvement identified during communicable disease response AAR reviews via CO- SHARE. No later than the contract end date 12. The Contractor shall submit an exercise plan, participant list, and after action report via CO-SHARE. No later than June 15, 2025 13. The Contractor shall submit the name of the public health or community organization to which a surveillance or epidemiologic topic was presented between July 1, 2023 and December 31, 2023, via the Grant Reporting spreadsheet. No later than Feb. 28, 2025 14. The Contractor shall submit the name of the public health or community organization to which a surveillance or epidemiologic topic was presented between January 1, 2024 and June 30, 2024 via the Grant Reporting spreadsheet. No later than the contract end date 15. The Contractor shall submit a brief summary of disease prevention and response efforts among people of higher risk of communicable disease infection via the Grant Reporting spreadsheet. No later than the contract end date 16. The Contractor shall submit individual agency HAN assessment findings in CO-SHARE. No later than June 15, 2025 17. The Contractor shall submit CVM reports for two (2) completed mission drills or real events in CO -SHARE. No later than June 15, 2025 DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 EXHIBIT B Task Order Contract Number: 2025*0113 OC Page 10 of 10 18. The Contractor shall submit an After Action Report and Improvement Plan (AAR/IP) in CO-SHARE. No later than June 15, 2025 Deliverables 19. The Contractor shall submit one updated Emergency Support Function 8 (ESF#8) response documentation in CO-SHARE. No later than June 15, 2025 20. The Contractor shall submit proof of attendance to an Access & Functional needs training in CO-SHARE. No later than June 15, 2025 21. The Contractor shall submit copies of CVM administrator training certificate(s) with confidentiality agreements in CO-SHARE. No later than June 15, 2025 22. The Contractor shall submit the completed mass care template in CO-SHARE. No later than June 15, 2025 23. The Contractor shall submit the completed mass fatality template in CO-SHARE. No later than June 15, 2025 24. The Contractor shall submit documentation of meetings with the Emergency Manager in CO-SHARE. No later than June 15, 2025 25. The Contractor shall submit the updated PHEOP in CO- SHARE. No later than June 15, 2025 26. The Contractor shall submit an All-Hazards MYIPP in CO-SHARE No later than June 15, 2025 27. The Contractor shall submit the revised communication plan via CO-SHARE. No later than June 15, 2025 IV. Monitoring: CDPHE’s monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the program monitor. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports and other fiscal and programmatic documentation as applicable. The Contractor’s performance will be evaluated at set intervals and communicated to the contractor. A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract. V. Resolution of Non-Compliance: The Contractor will be notified in writing within 30 calendar days of discovery of a compliance issue. Within 10 calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectif y the compliance issue and determine when the action(s) must be completed. The action(s) and timeline for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that require an extension to the time line, the Contractor must email a request to the Public Health Emergency Preparedness (PHEP) Contract Monitor and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure timelines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, th e State may exercise its rights under the Terms and Conditions of this contract. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Exhibit C FY 25 ANNUAL BUDGET Contract Routing #: 2025-0113 OC Project Name OEPR-PHEP Position Title Gross or Annual Salary Fringe Percent of Time on Project Total Amount Requested EPR Coordinator 83,000.00$ 46,000.00$ 50% 64,500.00$ Nurse Supervisor 100,727.00$ 22,770.00$ 10% -$ Epidemiologist/Deputy PH Director 147,914.00$ 42,662.00$ 5%-$ Program Support & Vital Records Registrar 70,474.00$ 26,060.00$ 5%-$ Nurse Supervisor 98,709.00$ 35,429.00$ 5%-$ Position Title Hourly Wage Hourly Fringe Total # of Hours on Project Clinical Assistant/EPI 34.33$ 15.07$ 5% -$ Clinical Assistant/EPI 2 34.03$ 12.54$ 5%-$ 64,500.00$ Item Rate Quantity Cell Phones $ 52.00 12 624.00$ Radio $ 580.00 1 580.00$ Secure Fax $ 60.00 1 60.00$ Operating Supplies $ 100.00 1 100.00$ 1,364.00$ Item Rate Quantity Local EPR Coordinator Travel 0.67$ 2151 1,441.17$ Coordinator Lodging for 1 staff for 4 nights at $150 per night plus per diem for 4 days 220.00$ 4 880.00$ Conference/Training $ 550.28 1 550.28$ 2,871.45$ Contractor Name Rate Quantity -$ -$ 68,735.45$ -$ -$ -$ -$ -$ 68,735.45$ Annual Budget Indirect Cost Percentage Total Amount Requested from DCPHR De Minimus- MTDC Rate 10% $ 6,873.55 6,873.55$ 75,609.00$ Total Indirect TOTAL Equipment Other Unallowable Expenses Total Reduction Expenses MODIFIED TOTAL DIRECT COSTS (MTDC) Indirect Costs Description of Item Total Contractors/Consultants TOTAL DIRECT COSTS (TDC) Less: Expenses per OMB 2CFR § 200 Contractor in excess of $25,000 SubAward in excess of $25,000 Rent Contractural (payments to third parties or entities) Description of Work Conference Registration or training fees Total Travel Total Supplies & Operating Expenses Travel Description of Item Travel to EOC, Meetings or Trainings Secure Fax service for EPR/EPI team Office Supplies for EPR Coordinator Total Personnel Services (including fringe benefits) Supplies & Operating Expenses Description of Item Monthly Cell for EPR Coordinator 800 MhZ Radio Annual User Fee EPI Team (IN KIND) Personnel Services / Hourly Employees Description of Work HAN Coordinator, and Back-up CVM Administrator (IN KIND) Coordinates EPR activities for agency, as well as ESF8 lead for County. Oversees the EPR/PHEP program and supervises coordinator, also EPI (IN KIND) Oversees entire department, lead EPI and SME for disease prevention team (IN KIND) Coordinates fiscal activities in agency (IN KIND) Other nurse on the EPI Team (IN KIND) Date Completed 4/16/2024 Expenditure Categories Personnel Services / Salaried Employees Description of Work Budget Period FY25 Fiscal Contract Name, Title Danielle Lettice Phone 970-328-2607 Email danielle.lettice@eaglecounty.us Agency Name Eagle County Public Health Agency Program Contact Name, Title Megan Vilece, EPR Coordinator Phone 970-471-5735 Email megan.vilece@eaglecounty.us Task Order Number: 2025*0113 OC Page 1 of 1 DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 1 of 4 Version 05.02.2022 Exhibit D Federal Provisions – Public Health Emergency Prepardness For the purposes of this Exhibit only, Contractor is also identified as “Subrecipient.” This Contract has been funded, in whole or in part, with an award of Federal funds. In the event of a conflict between the provisions of these Supplemental Provisions for Federal Awards, the Special Provisions, the Contract or any attachments or exhibits incorporated into and made a part of the Contract, the Supplemental Provisions for Federal Awards shall control. In the event of a conflict between the Supplemental Provisions for Federal Awards and the FFATA Supplemental Provisions (if any), the FFATA Supplemental Provisions shall control. 1) Federal Award Identification. a. Subrecipient: Eagle County Public Health Agency b. Subrecipient Unique Entity Identification Number: ● SAM Unique Entity ID (UEI): Eagle County Public Health Agency c. The Federal Award Identification Number (FAIN) is TBD. d. The Federal award date is TBD. e. The subaward period of performance start date is 7/1/2024 and end date is 6/30/2025. f. Federal Funds: Federal Budget Period Total Amount of Federal Funds Awarded Amount of Federal Funds Obligated to CDPHE 07/01/2024-6/30/2025 TBD TBD g. Federal award title of project or program: Public Health Emergency Prepardness. h. The name of the Federal awarding agency is: The Department of Health and Human Services- Centers for Disease Control and Prevention and the contact information for the awarding official is TBD; the name of the pass-through entity is the State of Colorado, Department of Public Health and Environment (CDPHE), and the contact information for the CDPHE official is Amanda Hettinger, amanda.hettinger@state.co.us, Project Director. i. The Catalog of Federal Domestic Assistance (CFDA) number is 93.069 and the grant name is Public Health Emergency Prepardness. j. This award is not for research & development. k. Subrecipient is not required to provide matching funds. In the event the Subrecipient is required to provide matching funds, Section 8 of this Attachment applies. l. The indirect cost rate for the Federal award (including if the de minimis rate is charged per 2 CFR §200.414 Indirect (F&A) costs) is pre-determined based upon the State of Colorado and CDPHE cost allocation plan. 2) Subrecipient shall at all times during the term of this contract strictly adhere to the requirements under the Federal Award listed above, and all applicable federal laws, Executive Orders, and implementing regulations as they currently exist and may hereafter be amended. 3) Any additional requirements that CDPHE imposes on Subrecipient in order for CDPHE to meet its own responsibility to the Federal awarding agency, including identification of any required financial and performance reports, are stated in the Exhibits. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 2 of 4 Version 05.02.2022 4) Subrecipient’s approved indirect cost rate is as stated in the Exhibits. 5) Subrecipient must permit CDPHE and auditors to have access to Subrecipient’s records and financial statements as necessary for CDPHE to meet the requirements of 2 CFR §200.331 Requirements for pass-through entities, §§ 200.300 Statutory and National Policy Requirements through §200.309 Period of performance, and Subpart F—Audit Requirements of this Part. 6) The appropriate terms and conditions concerning closeout of the subaward are listed in Section 16 of this Attachment. 7) Performance and Final Status. Subrecipient shall submit all financial, performance, and other reports to CDPHE no later than 45 calendar days after the period of performance end date or sooner termination of this Contract containing an evaluation and review of Subrecipient’s performance and the final status of Subrecipient’s obligations hereunder. 8) Matching Funds. Subrecipient shall provide matching funds as stated in the Exhibits. Subrecipient shall have raised the full amount of matching funds prior to the Effective Date and shall report to CDPHE regarding the status of such funds upon request. Subrecipient’s obligation to pay all or any part of any matching funds, whether direct or contingent, only extends to funds duly and lawfully appropriated for the purposes of this Contract by the authorized representatives of the Subrecipient and paid into the Subrecipient’s treasury or bank account. Subrecipient represents to CDPHE that the amount designated as matching funds has been legally appropriated for the purposes of this Contract by its authorized representatives and paid into its treasury or bank account. Subrecipient does not by this Contract irrevocably pledge present cash reserves for payments in future fiscal years, and this Contract is not intended to create a multiple-fiscal year debt of the Subrecipient. Subrecipient shall not pay or be liable for any claimed interest, late charges, fees, taxes or penalties of any nature, except as required by Subrecipient’s laws or policies. 9) Record Retention Period. The record retention period previously stated in this Contract is replaced with the record retention period prescribed in 2 CFR §200.333. 10) Single Audit Requirements. If Subrecipient expends $750,000 or more in Federal Awards during Subrecipient’s fiscal year, Subrecipient shall procure or arrange for a single or program-specific audit conducted for that year in accordance with the provisions of Subpart F-Audit Requirements of the Uniform Guidance, issued pursuant to the Single Audit Act Amendments of 1996, (31 U.S.C. 7501-7507). 2 CFR §200.501. 11) Contract Provisions. Subrecipient shall comply with and shall include all of the following applicable provisions in all subcontracts entered into by it pursuant to this Contract: a. Office of Management and Budget Circulars and The Common Rule for Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, as applicable; b. when required by Federal program legislation, the “Davis-Bacon Act”, as amended (40 U.S.C. 3141-3148) as supplemented by Department of Labor Regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”); c. when required by Federal program legislation, the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building of Public Work Financed in Whole or in Part by Loans or Grants from the United States”). d. 42 U.S.C. 6101 et seq., 42 U.S.C. 2000d, 29 U.S.C. 794 (regarding discrimination); e. the “Americans with Disabilities Act” (Public Law 101-336; 42 U.S.C. 12101, 12102, 12111 - 12117, 12131 - 12134, 12141 - 12150, 12161 - 12165, 12181 - 12189, 12201 - 12213 and 47 U.S.C. 225 and 47 U.S.C. 611); f. when applicable, the Contractor shall comply with the provisions of the “Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments” (Common Rule); g. The Federal Funding Accountability and Transparency Act of 2006 (Public Law 109-282), as amended by §6062 of Public Law 110-252, including without limitation all data reporting requirements required there under. This Act is also referred to as FFATA. h. Contractor shall comply with the provisions of Section 601 of Title VI of the Civil Rights Act of 1964, as amended. DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 3 of 4 Version 05.02.2022 i. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 comply with the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity: (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. j. where applicable, Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). k. if the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into an agreement with a small business firm or nonprofit organization, comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. l. the Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251- 1387), as amended. m. if applicable, comply with the mandatory standards and policies on energy efficiency contained within the State of Colorado’s energy conservation plan issued in compliance with the Energy Policy and Conservation Act, 42 U.S.C. 6201. n. the Contractor and all principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; the Contractor and all principals shall comply with all applicable regulations pursuant to Executive Order 12549 (3 CFR Part 1986 Comp., p. 189) and Executive Order 12689 (3 CFR Part 1989 Comp., p. 235), Debarment and Suspension; and, o. the Contractor shall comply where applicable, the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). 12) Compliance. Subrecipient shall comply with all applicable provisions of The Office of Management and Budget Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), including but not limited to these Supplemental Provisions for Federal Awards. Any revisions to such provisions automatically shall become a part of these Supplemental Provisions, without the necessity of either party executing any further instrument. CDPHE may provide written notification to Subrecipient of such revisions, but such notice shall not be a condition precedent to the effectiveness of such revisions. 13) Procurement Procedures. Subrecipient shall use its own documented procurement procedures which reflect applicable State, local, and Tribal laws and regulations, provided that the procurements conform to applicable Federal law and the standards identified in the Uniform Guidance, including without limitation, §§200.318 through 200.326 thereof. 14) Certifications. Unless prohibited by Federal statutes or regulations, CDPHE may require Subrecipient to submit certifications and representations required by Federal statutes or regulations on an annual basis (2 CFR §200.208). Submission may be required more frequently if Subrecipient fails to meet a requirement of the Federal award. Subrecipient shall certify in writing to CDPHE at the end of the Contract that the project or activity was completed or the level of effort was expended. 2 CFR §200.201(b)(3). If the required level of activity or effort was not carried out, the amount of the Contract must be adjusted. 15) Event of Default. Failure to comply with the Uniform Guidance or these Supplemental Provisions for Federal Awards shall constitute an event of default under the Contract pursuant to 2 CFR §200.339 and CDPHE may terminate the Contract in accordance with the provisions in the Contract. 16) Close- Out. Subrecipient shall close out this Contract within 45 days after the End Date. Contract close out entails submission to CDPHE by Subrecipient of all documentation defined as a deliverable in this Contract, and Subrecipient’s final reimbursement request. If the project has not been closed by the Federal awarding agency within 1 year and 45 days after the End Date due to Subrecipient’s failure to submit required documentation that CDPHE DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23 Task Order Number: 2025*0113 OC Page 4 of 4 Version 05.02.2022 has requested from Subrecipient, then Subrecipient may be prohibited from applying for new Federal awards through the State until such documentation has been submitted and accepted. 17) Erroneous Payments. The closeout of a Federal award does not affect the right of the Federal awarding agency or CDPHE to disallow costs and recover funds on the basis of a later audit or other review. Any cost disallowance recovery is to be made within the record retention period. EXHIBIT END DocuSign Envelope ID: 8F97078E-D2BD-47A1-8D46-020695DB8A23